Administrative Assistant

The Albanese Organization•Village of Garden City, NY

4d•Onsite

About The Position

The Administrative Assistant will manage and direct incoming calls, greet visitors, manage the conference room calendar, and handle office mail. This role also involves managing the schedules of the Chairman and President, creating correspondence and presentations using Microsoft Office Suite, managing the corporate UPS account, and maintaining office supply inventory. Additionally, the Administrative Assistant will stock kitchen and conference room supplies, assist with general office equipment, enter work orders using building management software, and complete various daily office needs including occasional local trips and coordinating executive lunches. The position also includes coordinating special projects such as mailings and market research.

Requirements

Minimum two years' experience working in an office environment.
Working knowledge of office equipment, like printers, copiers, postage machines, and conference equipment.
Proficiency in MS Office Suite (Outlook, Word, Excel).
Knowledge and/or willingness to learn Microsoft PowerPoint and Visio
Excellent written and verbal communication skills
Accuracy and attention to details
Discretion in handling confidential or private information.
Strong organizational skills with the ability to multi-task.
Proper time management and ability to prioritize work.
Ability and desire to work both independently and as part of a team.

Responsibilities

Manage and direct incoming calls to the main office line; screen and direct inquiries.
Greet and assist visitors to main office.
Manage conference room calendar for shared scheduling.
Assist staff and guests with use of conference room IT equipment with support of outside consultant as needed.
Manage office mail, ensuring daily mail goes out and daily incoming mail is distributed. Make sure postage meter is replenished as needed.
Manage and maintain schedule of Chairman and President; arrange meetings and appointments; provide reminders.
Utilize Microsoft Office Suite to write and distribute email, letters and other correspondence.
Utilize Microsoft Excel to create and maintain various spreadsheets.
Utilize Microsoft PowerPoint to create various presentations.
Manage corporate UPS account and prepare mailing labels as needed.
Maintain inventory of office supplies and order as necessary.
Keep kitchen and conference room supplies stocked including coffee, snacks, drinks, etc.
Provide assistance in the use of general office equipment.
Utilize building management software to enter commercial tenant work orders.
Complete various daily office needs including occasional local trips to post office, UPS office, and coordination of executive lunches.
Special Projects – coordinate special mailings, product and/or market research using the Internet, other miscellaneous special tasks